Troubleshooting Budget Errors - PS Financials

Finding Documents with Budget Errors

Documents must have a successful budget check to post to the
Commitment Control ledgers. Budget errors will prevent documents from posting
and must be corrected. Budget warnings can be disregarded and will not prevent
documents from posting. Documents that have not passed budget check and contain
budget errors can be found through the eProcurement, Travel and Expenses or
Commitment Control menus.

Requisitions –

Main Menu
–> eProcurement –> Manage Requisitions

Search for requisitions with a
Budget Status of ‘Error in Budget Check’ and Business Unit of 'NAUBU'; all other fields should be blank

Search for
requisitions with a Process Status of ‘Errors
Exist’ and Business Unit of 'NAUBU'; all other fields should be blank

Search will
return requisitions with budget errors for all DeptIDs and all ledger groups

Select by Requisition ID or scroll
through the Search Results by using the "Previous in List" or "Next in List" button to find requisitions with Ledger Group of KK_DEP_REV
or KK_DEP_EXP for state and local funds

To see the below view, press the expansion button

Common Exceptions include –

No Budget Exists

Required key CF is blank

Expense Sheets (Travel and Expense Center method)-

Main Menu
–> Travel and Expenses –> Travel and Expense Center

Check the budget status for budget
errors when creating or modifying an expense sheet

Search for expense sheets with a
Process Status of ‘Errors Exist’; leave all other fields blank

Search will return expense sheets
with budget errors for all DeptIDs and all ledger groups

Select by Report ID or scroll
through the Search Results by using the "Previous in List" or "Next in List" button to find expense sheets with Ledger Group of
KK_DEP_REV or KK_DEP_EXP for state and local funds

To see the below view, press the expansion button

Correcting Budget Errors

Budget errors occur when a document contains an invalid DeptID-Fund-Program combination or the account string that does not have a budget line for the account class being used.

For existing state and local DeptIDs, budget lines are created at the beginning of the fiscal year for specific account classes. For revenue and non-personnel service expenses, budge lines are loaded for only the classes budgeted in NStar. For personnel services, budget lines are loaded for all account classes (711-715 and 720).

To correct budget errors –

Verify that the
DeptID-Fund-Program combination on the document is valid. If the
combination is not valid, correct the document and resubmit for budget
checking.

Determine whether a zero
budget line exists for the corresponding account class. If a budget line
does not exist and the account class is appropriate for the fund and
expense, contact the Budget Office to request the budget line be added.

Verify DeptID-Fund-Program
Combination by PS Financials or Business Objects–